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Reporting |
Broadening
Participation in Biological Monitoring: |
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Planning—Just as collected data are of little value if not used, analyzed and interpreted data is of little value to anyone outside the collaborative project if results are not disseminated. As with data analysis, the means of reporting results are ideally planned, and budgeted for, in the project design and budgeting phases (Design and Resources modules). Reports in any format are invariably improved by review, both informally and through a systematic peer-review process. Allowing time for review is an integral part of producing high-quality reports, hence also should be planned and scheduled as part of the reporting process. Few things in life are as reinforcing to an individual or group as the sense that their opinions are appreciated and they can influence others. “Making a difference” with collaborative efforts not only leads to these rewards, but also creates a sense of group ownership in the accomplishment. If one of the goals of the participatory monitoring project is to influence policy or management decisions, then results should be reported in a timely manner, to the appropriate audiences, and through credible and readily accessible means of communication. Just making sure that information is delivered to the appropriate audience, however, does not guarantee they will make use of it. Participants might wish to consider formal arrangements, agreements, memoranda of understanding, accords, or contracts with end-users of the information to increase the chances that results are actually applied to their decisions. A less formal, but potentially very effective approach to ensure the use of results, is to discuss the project with the intended users of the data from the very beginning, in effect engaging them as participants in the collaborative project. Concerns—Again, as with interpreting the analyses, participants with vested interests might have concerns about how results are reported, especially if they are likely to influence policy or management decisions affecting their interests. As with all phases of the collaborative project, airing and discussing these concerns as early as possible will help prevent subsequent controversies or disagreements, especially if some resolution is reached about how to handle objectionable results (see the Organization, Communication and Design modules). Another concern that might crop up is the issue of acknowledgement and credit. For instance, professional relationships are too often strained by disagreements over authorship. As with any other such quarrel, criteria that are mutually agreed-upon in advance averts many disputes. Most universities and research organizations have guidelines for authorship that can serve as examples. The contributions of participants can be acknowledged in other ways, even if their effort does not merit authorship on a document (see Celebrations module). As mentioned earlier, a sense of worth is one of the most rewarding feelings humans can experience. Providing participants with this powerful reinforcement entails being careful not to overlook any significant contribution, being creative about means of acknowledging help, and being as inclusive as possible in credit for accomplishments. Some participants might not be aware of the employment-related incentives for researchers to publish extensively, but the opportunity to report a project’s findings can be a strong motivation for scientists to become involved. This also provides another avenue for reporting the results of the project to a wider audience. Format and timing of reports—Results can be reported in many ways, but whatever means is chosen they should be readily accessible to all participants. Ask participants how they would like to see the results distributed to their communities and stakeholder groups. Examples include: · Web sites. · Newsletters. · Emailed reports. · Slide shows. · Video tapes or DVD movies. · Newspaper or magazine articles. · Radio or television programs. · Pamphlets, brochures, or booklets. · Official reports. · Peer-reviewed journal articles. · Book chapters or books. Reported information is most effective at influencing policy or decisions, hence also most rewarding to participants, if it is delivered in a periodic and timely manner. Web sites, interim reports, and newsletters help maintain interest as more in-depth analyses and interpretation of data are being prepared. Archiving—Lastly, project managers often find that a formal process of indexing and archiving reports, documents, publications, articles, images, videos, and promotional materials not only provides a master copy that is always accessible, but can greatly reduce the time to find a particular item. For instance, such archiving can ease the process of subsequent grant writing, preparing presentations, or of organizing a promotional event. Often individuals involved in similar projects elsewhere will request information or materials that the project has already developed. As with data backup, keeping multiple originals in separate locations can be a useful policy if the effort is deemed warranted. Distributing copies to all participants is another effective approach. By providing each participant with multiple copies, they can be asked to store one while the other is shared or used.
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